Overview
Importing purchase orders from Excel lets you create many POs in one go instead of entering them one by one. It’s the quickest way to load POs during onboarding or when a client sends a large inbound plan.
You download a template, fill it in, upload it, match the file’s columns to Logiwa IO fields, and import. Logiwa IO then shows how many POs were created and which rows failed.
When to use it
You need to create many POs at once.
You’re moving open POs from another system.
Prerequisites
The products on the file exist in Logiwa IO, unless the PO type has Allow Create Without Product enabled.
The PO types on the file exist. See Purchase Order Type Creation.
Step-by-step
1. Download the template
Go to Purchase Orders and click Import at the top right.
Click Download to get the Excel template.
2. Fill in the file
Fill in one row per PO line. To put several lines on one PO, repeat the same PO Code on several rows.
General guidelines
Guideline | What it means | Example |
Required and optional columns | Green columns are required; gray columns are optional. Every column is explained on the Field Description sheet | — |
List values | Country codes and other list values are on the Glossary sheet | US |
Dates | Enter all dates, including custom date fields, as | 21 Sep 2026 → |
Example row | The first row is an example. Delete it before importing | — |
Required columns
Column | What it must contain | Example |
Warehouse | An existing warehouse | Main Warehouse |
Client | An existing client | Acme |
PO Code | A PO code that doesn’t exist yet | PO-2026-1045 |
Type | An existing PO type | Standard |
SKU | An existing SKU | SKU-100 |
Pack Quantity | The quantity ordered, as a number | 100 |
Product Pack Type | An existing pack type of the SKU | Unit |
Vendor Company Name | The vendor’s company name. See the vendor rules below | Acme Supplies Inc. |
Vendor Company Display Name | The vendor’s display name | Acme Supplies |
Optional columns with special rules
Column | Rule | Example |
Purchase Order Date | If left blank, today’s date is used | — |
Product Purchase Price | If left blank (not 0), the SKU’s default purchase price is used | 35 |
Lot Batch Number / Expiry Date / Production Date | Can only be filled if the SKU tracks that attribute | LOT123 / 20261231 |
Receiving Location / LP Type / LP Number | Where the line will be received. Parent LPs can’t be used | DOCK-1 / Pallet / LP-9001 |
Vendor address columns | For an existing vendor, leave them blank. For a new vendor name, a new vendor is created from these columns, so fill them in. If the vendor’s billing address is the same as its shipment address, leave the billing columns blank | US / CA / Anytown |
CustomFieldTextBox1–3 | Free text for PO custom text fields | Dock 2 |
CustomFieldDropdown1–2 | An existing value of the dropdown custom field | Priority |
CustomFieldToggle1–2 | True or False | True |
CustomFieldDateTime1–3 | A date in | 20261115 |
💡 You can use your own file or rename columns. Columns that don’t match a Logiwa IO field must then be matched by hand on the mapping screen (step 3).
3. Upload and match the columns
On the Import Purchase Orders screen, drag the file into the box or click Browse, then click Upload.
Check the mapping screen. Matched shows a green check when a file column matches a Logiwa IO field, and a red X when it doesn’t. Preview Data shows the first three rows.
For each red X, click Choose Field and select the Logiwa IO field. A field that’s already used can’t be selected again.
When every column is matched, click Import.
Example: Your file has a column called “Supplier Ref”. It shows a red X. You click Choose Field and select PO Reference Number, and the column turns green.
4. Check the results
Wait a few seconds and click Refresh List. The grid shows one entry per import:
Field | What it shows | Example |
Master row count | Number of unique POs in the file | 25 |
Success count | POs created | 23 |
Error count | POs that failed | 2 |
Status | Successful (all POs created), Partially Successful (some failed) or Failed (none created) | Partially Successful |
Click Details (or the ••• menu) to see each failed row and the reason.
Validation rules
Rows that break a rule are listed in Details with the reason.
Situation | What happens | Message |
A warehouse, client, PO type, SKU, pack type or dropdown value doesn’t exist | Not imported. Values must already exist in Logiwa IO | — |
The PO Code already exists | The PO isn’t created. Use a new PO code | — |
SKUs don’t exist | The PO isn’t created. All missing SKUs are listed in one message; over 20 are cut off with “and N more” | “Purchase order is not created because the following products do not exist: [SKU_A, SKU_B]. Create these products first.” |
Lot, expiry or production date given for a SKU that doesn’t track it | Not imported. Remove the value, or turn on tracking for the SKU | — |
Kit-to-Order product on the file | The whole import fails | “PO contains a Kit-to-Order product” |
Parent LP on a row | The row is rejected | “Parent LP is not allowed for Purchase Order creation. Please remove Parent LP details.” |
New vendor without an address | The row fails | — |
Row without a product | Accepted only if the PO type has Allow Create Without Product enabled | — |
Imported lines are sorted alphabetically, the same as POs created on screen.
Limits
Limit | Value |
File size | 24 MB per file |
Rows | 20,000 per file |
Lines per PO | 2,000 |
Common questions
My import failed for missing SKUs. Do I have to fix them one at a time? No. The message lists all missing SKUs (up to 20 at once), so you can create them together and import once.
Can I import POs with higher pack types, such as cases? Yes. Make sure the pack type on the file exists on the product.
Can I use my own column names? Yes. Match any unrecognised columns by hand with Choose Field on the mapping screen.